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Finance Administrator
University of Washington | Seattle, Washington
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Job Description

As a UW employee, you will enjoy generous benefits and work/life programs. For detailed information on Benefits for this position, click here. As a UW employee, you have a unique opportunity to change lives on our campuses, in our state and around the world. UW employees offer their boundless energy, creative problem solving skills and dedication to build stronger minds and a healthier world.

UW faculty and staff also enjoy outstanding benefits, professional growth opportunities and unique resources in an environment noted for diversity, intellectual excitement, artistic pursuits and natural beauty. All of which has allowed the UW to be nationally recognized as a "Great College to Work For" for five consecutive years.

The Applied Physics Laboratory (APL) was established in 1943 at the request of the U.S. Navy and has, since then, provided access to the highest levels of academic expertise in scientific research and engineering. APL conducts research and development that is wholly funded by sponsored grants and federal contracts of approximately $70M per year, and is staffed by approximately 250 regular employees and up to 100 additional temporary employees.

APL has an outstanding full time opportunity for a Finance Administrator.

The Finance Administrator at the Applied Physics Laboratory (APL) works in the Laboratory's central Business and Finance organization and provides oversight of the Laboratory's financial management (the long-term and short-term budgeting in support of the Laboratory's strategic plan, including annual discussions of federal sponsor expense and fee rate), and the Laboratory's financial accounting (administration of all processes related to the Laboratory's grant and contract financial accounts, including financial invoicing, labor accounting, and recharge accounting transactions). The incumbent has responsibility for and authority, including signature authority, to act for the Laboratory in these major financial areas, consistent with delegated authority from APL Directors.


Financial Management:

Administration of the Office of Financial Management, which provides long-term financial strategic planning, long-term and short-term budget planning and other financial management services. The Administrator supervises the preparation of needed Laboratory financial information for Laboratory Executive Director. Financial information includes, but is not limited to, information which will/may affect the fiscal health of the Applied Physics Laboratory and its Strategic Plan.

Participate in negotiations of the APL Administrative Expense rate annually with the Office of Naval Research (ONR) Resident Representative, the APL Fixed Fee rate and other contract issues with the Space and Naval Warfare Systems Command, and the APL Research & Development Related Expense rate with ONR.

Direct and supervise preparation of documentation for and lead an annual review of the APL Pro-Rated Direct Cost (PDC) budget (approx. $10.7M over 40 accounts), the APL Fee budget (approx. $1.2M), discretionary and endowment fund accounts.

Serve on APL and University committees as needed, representing the goals and policies of APL.

Financial Accounting:

Directs and supervises the Manager, APL Manager of Program Operations, grade 9. The Financial Accounting Office is responsible for all APL financial accounts and account management for the Laboratory's annual revenue of approx. $50M from 500+ grants and contracts disbursed among approx. 2,500 active projects. Management includes financial accounts setup, accounts changes, account closeouts; financial invoicing, labor accounting and recharge accounting transactions including but not limited to direct grant and contract revenues and costs, prorated direct costs, and discretionary funds costs. Directs and supervises preparation and analyses of revenue/expenditure data and advise Directors/Department Heads of significant trends or problems.


In addition to these major areas of responsibility, the Administrator works closely with senior Navy and other federal officials, senior federal grant and contract sponsors, senior administrators of the peer university-affiliated laboratories, the University's Grant and Contract Services, Grant and Contract Accounting, Financial Accounting and other senior University officials.


Bachelor's degree in Accounting, Business Administration, Finance, or related field (Equivalent experience may substitute.)

At least six to eight years of increasingly responsible administrative experience; plus:

Extensive knowledge of research project cost accounting and financial reporting.

Demonstrated problem solving and analytical skills.

Proven ability to supervise and manage personnel effectively.

Proven ability to work independently, identify priorities, and make critical decisions.

Excellent communication and interpersonal skills including the ability to work with diverse people at many levels.

Requires extensive experience with database software, Microsoft Office applications. Must be an advanced-level Excel user.

Must independently determine how to meet the demands of a very fast-paced department so that all work is accomplished on time. This may involve work outside of regular business days/hours from time to time (e.g., contract negotiations, fiscal year milestones, new systems implementation).

Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.


Experience in finance positions at a major research University.

Experience in finance positions in federally funded research, scientific, or high technology groups.

Experience with Workday HR and Finance modules.

Experience leading a team and an organization through complex computer system changes.


May be subject to successful completion of E-Verify process.

Application Process:

The application process for UW positions may include completion of a variety of online assessments to obtain additional information that will be used in the evaluation process. These assessments may include Work Authorization, Cover Letter and/or others. Any assessments that you need to complete will appear on your screen as soon as you select "Apply to this position". Once you begin an assessment, it must be completed at that time; if you do not complete the assessment you will be prompted to do so the next time you access your "My Jobs" page. If you select to take it later, it will appear on your "My Jobs" page to take when you are ready. Please note that your application will not be reviewed, and you will not be considered for this position until all required assessments have been completed.

About University of Washington

Founded in 1861, the University of Washington is one of the oldest state-supported institutions of higher education on the Pacific coast. The Seattle-based university has earned an international reputation for research, and its graduate programs are some of the most highly rated in the nation. It is a leader in such fields as drama, dentistry, medicine, nursing, health services, astronomy, computer science, molecular biotechnology, oceanography, biostatistics, physics, physiology, pharmacology, geography, sociology, and social work. The university currently enrolls 35,000 students.

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